Administrative

Entry-Level Administrative Assistant
Performs a variety of Internet research functions and uses word processing, spreadsheet and presentation software. Duties also include fielding telephone calls, filing and data entry. May assist with overflow work from administrative and executive assistants, and fill in for the office receptionist as needed.

Administrative Assistant
Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator or associate.

Senior Administrative Assistant
Duties include those described for administrative assistant but require more work experience within each function. Supports senior-level managers and may supervise other support staff. A premium is paid for specific industry or market experience. Advanced computer skills with the ability to train others in system usage is preferred.

Executive Assistant
Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Senior Executive Assistant
Duties include those described for executive assistant but supports the most senior executives, particularly in large corporations. May supervise other administrative staff. Possesses advanced computer skills along with the ability to train others on system usage. A premium is paid for specific industry expertise.

Senior Office/Facilities Manager
Responsibilities include those described for office manager but require more extensive experience and management skills. Duties may include selecting office vendors and supervising purchasing processes, directing mailroom and maintenance staff, and coordinating regular building safety checks and ergonomics training for staff. Solid communication and staff management skills are required, as well as some accounting knowledge.

Office/Facilities Manager
Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff.

Human Resources Assistant
Responsibilities may include screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, assisting with planning new employee orientations, compiling materials and maintaining employee database records. Strong computer skills required, as well as sensitivity to confidential matters.

Marketing Assistant
Duties include those described for administrative assistant but supports a marketing department exclusively. May assist both full-time employees and freelance staff. Additional duties include assisting with trade show and event planning, creating or updating presentation software files, tracking budgets and expenses, and communicating with external creative service providers.

Sales Assistant
Duties include those described for administrative assistant but supports a sales department exclusively. May assist regional sales staff based in remote locations (i.e., not in the central office). Additional responsibilities may include processing expense reports, coordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between travelling sales representatives and staff based in the home office.

Research Assistant
Duties include conducting research and gathering documentation in order to compile comprehensive reports. Strong Internet navigation abilities and other computer skills required.

Project Coordinator
Works with internal and external parties to organize the various components needed to initiate, run and conclude major projects. Duties include coordinating schedules and activities, placing orders for supplies and services, and tracking progress and results. Requires excellent communication skills and extensive knowledge of database and project management software. Often reports to product development, project management or marketing executives. The position is especially prevalent in construction, transportation and technology industries. A premium is paid for industry experience.

Project Assistant
Similar duties as those described for project coordinator but supports project managers who oversee multiple assignments relating to construction, real estate development or manufacturing. Advanced Microsoft Office skills required, particularly Access, Excel and Project. Must maintain accurate information and be detail oriented.

Presentation/Graphics Specialist
Duties include using presentation software programs (such as Microsoft PowerPoint) to create presentations for meetings and events. Also may edit material and provide basic instruction to presenters on how to use a particular program.

Logistics Coordinator
Responsible for the logistical processing of customer orders, including coordination with vendors, sales staff, customer service representatives, billing representatives, warehouses and shippers. Arranges shipment of requested items, goods or merchandise. Some background experience in purchasing, inventory control, transportation and warehousing functions is needed. Computer proficiency also is required.

Document Control Clerk
Responsibilities include controlling the incoming and outgoing documentation process, and maintaining files and project reports. Also may route orders, organize indices and track shipping practices.

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Switchboard/Receptionist

Front Desk Coordinator
Manages the company's lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures. Handles special administrative projects, as well as overflow work from department and executive assistants. Depending on the size of the firm, also may answer incoming calls.

Receptionist
Greets visitors, handles incoming calls and performs general administrative duties. Also may assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.

Switchboard Operator
Places, receives and routes a high volume of calls through an electronic switchboard. Supplies information to callers, relays messages and announces visitors.

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Office Services

Office/Facilities Coordinator
Supports the office/facilities manager in various office administrative duties, including facility and general maintenance services. Requires strong communication abilities, as well as computer and data entry skills.

Office Clerk
Performs basic clerical tasks. Operates basic office equipment. May require computer and data entry skills.

Mail Assistant
Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment.

File Clerk
Performs basic clerical tasks, such as systematically arranging letters, memoranda, invoices and other indexed documents according to an established system. Operates office equipment and completes general office work. Additional duties may include answering telephones and some data entry.

Imaging Specialist
Sorts and prepares documents for imaging. Scans documents, verifies they are imaged correctly and accurately indexes images. Must have knowledge of document imaging/scanning hardware and software, and experience creating electronic copies of documents. Strong computer skills, including experience with Microsoft Office and document creation software such as Adobe Acrobat, are required.

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Data Entry

Senior Data Entry Specialist
Duties include those described for data entry specialist but requires more work experience for each function. Prioritizes and batches material for data entry. Completes information analysis for procedures and reports. Must have knowledge of technical material and the ability to train and supervise others. Capable of high-volume data entry.

Data Entry Specialist
Inputs information from a variety of sources into a computer database. May take customer orders and enter them into a tracking system.

Word Processor
Duties include creating, editing and proofing a variety of documents, including transcribed audio tapes. Proficiency with the latest word-processing software is required. Must be able to establish a filing system to retrieve and revise documents.

Audio Typist
Duties include transcribing medical records, operative reports, discharge summaries, letters or case files. Distributes copies of documents as needed. Strong typing and computer skills required. Knowledge of medical or legal terminology preferred.

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Customer Service/Call Centre

Customer Service/Call Centre Manager
Hires, trains and manages members of the customer service department or call centre. Resolves escalated or difficult issues regarding client complaints and other matters. Works closely with managers in other departments, such as sales, on updating policies and procedures for client service.

Senior Customer Service/Call Centre Representative
Duties include those described for customer service/call centre representative but require stronger work experience for each function. Additional duties may include proactive communication with customers and clients via telephone, e-mail or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff.

Customer Service/Call Centre Representative
Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling their questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to troubleshoot customer problems. Excellent communication abilities and proven alphanumeric data entry skills are essential.

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